Presented at the ICEAA 2017 Professional Development & Training Workshop - Sustainment Cost Reporting

Transcription

1 Sustainment Cost Reporting

2 Presenting Today Sandi Enser Sustainment SME/PMP Sandi Enser works for Technomics, Inc. and supports the Defense Cost and Resource Center (DCARC) project for OSD CAPE. She is the responsible for contractor sustainment reporting for all DoD services. She holds a BA in Economics from Smith College and an MBA in International Business from George Mason University. 2

3 More than 60 percent of Navy and Marine Corps strike fighters are out of service, the Navy confirmed today. 1 3

4 Today, the vast majority of Marine Corps aircraft can t fly Out of 276 F/A-18 Hornet strike fighters in the Marine Corps inventory, only about 30 percent are ready to fly Similarly only 42 of 147 heavy-lift CH-53E Super Stallion helicopters are airworthy. 2 4

5 Air Force grounded 31 squadrons of aircraft for more than three months, deferred depot maintenance, slashed facility upkeep by half and furloughed the vast majority of its civilian employees. 3 5

6 Today, only 33 percent of our brigades are ready, when our sustained readiness rate should be closer to 70 percent. 4 6

7 To Help Avoid Those Headlines Visibility and understanding of sustainment costs o Centralized databases capturing costs for Government-performed activities Navy: Visibility and Management of Operating and Support Costs (VAMOSC) Air Force: Air Force Total Ownership Cost (AFTOC) Army: Operating and Support Management Information System (OSMIS) o Cost and Software Data Reports (CSDR) database capturing actual costs for maintenance efforts performed by contractors All of these are accessible by Government employees from the Cost Assessment Data Enterprise (CADE), o CSDR reporting by some Government entities (Depots etc.) Actuals data supports the feedback loop that leads to better execution to budget, especially in constrained/sequestered environment 7

8 Why Sustainment Reporting? Weapons System Acquisition Reform Act (WSARA) of 2009 requires O&S cost data collection for ACAT I and II Programs o Section 304: Assess the feasibility and advisability of establishing baselines for operating and support costs under section 2435 of title 10, United States Code. o Mandates annual O&S reports National Defense Authorization Act (NDAA) mandates tracking, assessing and management of system O&S costs. The law requires DoD to improve its processes for o Estimating O&S costs o Collecting and retaining data on O&S costs o Using such data to inform system design and maintenance decisions 6 8

9 2017 National Defense Appropriation Act Sustainment cost goal must be included in Milestone A review At each milestone, Milestone Decision Authority must send a report to Congress including an assessment of cost drivers for life cycle cost Requires that Program Manager and Contracting Officer ensure that cost data is collected for all programs over $100M Recommendations for improving access to and analysis of O&S Costs Requires sustainment review five years after Initial Operating Capability (IOC) and throughout the life cycle of the program 7 9

10 What are Cost and Software Data Reports? (CSDRs) CCDR SRDR CSDR Contractor Cost Data Report Software Resources Data Report Cost and Software Data Report Organized via a standard, product-oriented WBS Reporting required on MDAP/MAIS contracts and subcontracts o Over $50M o Optional between $20M and $50M Helps us project future program & contract costs Available to all DoD Government analysts electronically CSDRs are a collaborative effort amongst the whole cost and acquisition community 10

11 Types of CSDRs Dictionary Contract Work Breakdown Structure Dictionary (CWBS) Lists all contract data reporting elements with definitions of technical, work, and cost content Cost Summary Cost Data Summary Report (DD 1921) Summary cost data for all elements on approved contract CSDR plan Functional Breakout Functional Cost- Hour Report (DD ) Cost and hour data for specific elements broken down by functional category By Tail Number Progress Curve Report (DD ) Lot or Unit reporting of direct recurring costs to date for specific hardware elements Business Base Contractor Business Data Report (DD ) Direct & Indirect cost, hour & employee data by functional category for a Contractor Business Unit Sustainment Sustainment Report (DD ) Nonrecurring & recurring costs reported against a sustainment cost element structure & functional categories Plan CSDR Plan (DD 2794) CSDRs Software Software Resource Data Reports (SRDRs) Size, schedule & effort on data on software development CSDR Data We Collect Today Technical Data Report (1921-T) and 1921-M/R Coming Soon 11

12 12 Top 6 CSDR Misconceptions

13 Misconception #1 CSDR Requirement doesn t apply to Firm Fixed Price contracts CSDRs apply to any sustainment contract or subcontract over $50M, regardless of contract type o Firm Fixed Price contracts may not be subject to Earned Value, but the CSDR requirement remains o Contract value is defined as the expected final value of the contract, including all contract years, options, etc. 13

14 Misconception #2 CSDR Requirement doesn t apply to Sustainment contracts CSDRs apply to ANY contract (acquisition or sustainment) over $50M CSDR requirement applies regardless of sustainment phase or philosophy o Interim Contractor Support (ICS) o Contractor Logistics Support (CLS) o Performance-Based Logistics (PBL) o Traditional transactions-based sustainment 14

15 Relevant Policy DFARS (including sustainment) Enhanced emphasis and training on the Defense Federal Acquisition Regulation Supplement (DFARS) enacted November 2010 o Clause requires contractors to base CSDR reporting on actual cost collection against the CCDR DID descriptions and submit CCDRs with the pricing proposal o Clause requires contractors to submit CCDRs and SRDRs in a timely manner in accordance with the DIDs and to require CSDR reporting from all subcontractors at any tier with a subcontract that exceeds $50 million o Clause (b) requires that the CSDR process be discussed in post-award meetings (clauses and ) (clause (b)) Update In Process 15

16 Current CSDR Policy Document DoDI CSDR Language Contractor Sustainment Report: All major contracts and subcontracts, regardless of contract type, valued at more than $50 million (then year dollars) Dated 1/7/2015 Update Pending 16

17 Misconception #3 Program is not ACAT I, so CSDRs don t apply 2017 NDAA removes ACAT I restriction o CSDR reporting now applies to any program whose life cycle cost is $100M or more o Includes ACAT II and III programs Policy documents will be updated to reflect Congressional Direction o DFARS Clauses relating to CSDR reporting o DoDI Operation of the Defense Acquisition System o DoDI Cost Analysis Guidance and Procedures o DoDI M1 CSDR Reporting Manual 17

18 Cost Analysis Improvement Memo On January 9, 2017 Dr. Morin signed the DoD Cost Analysis Improvement Memo establishing the following: Cost Analysis Requirements Descriptions for Independent Cost Estimates (ICEs_ supporting Milestone Decisions occurring after October 1, 2017 Annual Cost Analysis Requirements Description (CARDs) format for service program budget submissions Programs must use new format beginning in Fiscal Year 2018 (October 1, 2017) is officially implemented Clarifying policy on Indefinite Delivery/Indefinite Quantity (IDIQ) reporting New SRDR format for Software Development and Software Maintenance 18

19 Misconception #4 Indefinite Delivery/Indefinite Quantity (IDIQ) or Basic Ordering Agreement (BOA) Contracts only Report on Delivery Orders above $50M This approach led to significant underreporting CSDR must capture the entire contract value, including all Delivery Orders and Task Orders Separate submission event (cost report) for each Delivery Order or Task Order Policy clarification included in Dr. Morin memo 19

20 Misconception #5 Software Maintenance doesn t need Software Report Dr. Morin memo also implemented NEW Software Resource and Data Report (SRDR) forms SRDR was previously based on contractor format New formats standardize software reporting and validation o DD Form Software Development SRDR o DD Form Software Maintenance SRDR Software Maintenance SRDR applies to any contract with more than $1M software maintenance per year 20

21 21 Sustainment Reporting

22 Sustainment Cost Collection Formats 2012 Now Future Sustainment Structure 1921 Sustainment Structure Maintenance SRDR Maintenance SRDR 1921-T 1921-M/R 22

23 Background: DD Form DD Form was approved April 2012 Corresponding data item description (DID), DI-FNCL-81831, was approved May 2012 Implementing DD Form revealed the following: o Little to no visibility into Labor hours and dollars Overhead Material dollars Units Profit/Loss or Fee o To collect desired data, CSDR plans implementing DD Form require many clarifying remarks Adds complexity to data preparation and validation Results in non-standard data reporting across programs and contracts Adding children or summary elements requires modification of DD Form

24 1921 with Sustainment Reporting Structure Collect sustainment costs using DD Form 1921 o Use Sustainment reporting structure from DD Form as basis for CSDR reporting structure Add children to reporting structure where lower level detail is desired Roll up reporting structure if lower-level detail is not applicable and/or not needed o Includes summary elements (G&A, UB, MR, FCCM, and Profit/Loss or Fee) o Maintains consistency across programs and contracts o Conforms to existing business processes and software Collect functional data via a sustainment-specific o Not all functional categories (e.g., manufacturing) apply to sustainment efforts o captures functions that span across O&S activities 24

25 1921 with Sustainment Reporting Structure Obtain contract-specific definitions of effort against reporting structure via CWBS dictionary Reports required for each FY of appropriation Report Pairs: o Acquisition = 1921 with MIL-STD 881C WBS, o Sustainment = 1921 with sustainment reporting structure,

26 Sustainment Reporting Structure (page 1) COST AND SOFTWARE DATA REPORTING/EARNED VALUE MANAGEMENT CO-PLAN Form Approved OMB No The public reporting burden for this collection of information is estimated to average 8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to Department of Defense, Executive Services Directorate ( ). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION. 1. MAJOR PROGRAM a. NAME: Sustainment WBS Template b. PHASE/MILESTONE c. PRIME MISSION PRODUCT 2. WBS SYSTEM TYPE 3. SUBMISSION TYPE 4. CURRENT SUBMISSION DATE (YYYYMMDD) 5. LAST APPROVED PLAN DATE (YYYYMMDD) Pre-A B C-FRP INITIAL Sustainment A C-LRIP O&S CHANGE 6a. POINT OF CONTACT (POC) NAME AND ADDRESS (Include ZIP Code) 6b. TELEPHONE NUMBER (Include Area Code) 6c. FA NUMBER (Include Area Code) 6d. ADDRESS 7. PLAN TYPE PROGRAM 8. PREPARING CONTRACT (PRIME) ORGANIZATION 9a. CONTRACTOR NAME/ADDRESS i. PERFORMING ORGANIZATION ii. DIVISION 9b. CONTRACT NUMBER 9c. APPROPRIATION RDT&E 10. APPROVED PLAN NUMBER CONTRACT (SUB) PROCUREMENT TBD O&M Maintenance Consumables and Repair Parts Depot Level Repairables 13. REPORTS REQUIRED 11. WBS ELEMENT CODE DD (CBDR): DD / EAC: EVM Reporting: ( if applicable) 12. CCDR a. PROGRAM/ b. CONTRACT/ WBS REPORTING ELEMENTS a. CWBS g. SRDR h. IPMR CONTRACT/ c. DD e. DD SUBCONTRACT DICTIONARY b. DD 1921 d. DD f. EAC FORMATS FORMAT 1 SUBCONTRACT (CDSR) (FCHR) (PCR) (SFCHR) Sustainment Effort Unit-Level Manpower (System Level Cost Only) Operations Manpower Unit-Level Maintenance Manpower Other Unit-Level Manpower (Specify In Remarks) Unit Operations (System Level Cost Only) Operating Material Energy Fuel Petroleum, Oil and Lubricants (POL) Electricity Training Munitions/Expendable Stores Ammunition Bombs Rockets Training Missiles Sonobuoys Pyrotechnics Other Munitions Other Operating Material (Specify in Remarks) Support Services (Including Non-Maintenance FSRs) Non-Maintenance Field Service Reps Communication Services Facility/Storage Services Transportation Services Other Support Services Temporary Duty Maintenance Consumables and Repair Parts Airframe/Hull/Vehicle Consumables and Repair Parts Propulsion Consumables and Repair Parts Electronics/Avionics Consumables and Repair Parts Other Major Subsystem Consumables and Repair Parts 1..n (Specify) Other Consumables and Repair Parts Depot Level Reparables (DLRs) / Repair of Reparables (RORs) Airframe/Hull/Vehicle DLRs Propulsion DLRs Electronics/Avionics DLRs Other Major Subsystems DLRs 1..n (Specify) Other DLRs Intermediate Maintenance Intermediate Maintenance Consumable Materials and Repair Parts Intermediate-Level Government Maintenance Intermediate-Level Contractor Maintenance Other Intermediate-Level Maintenance DD FORM 2794, AUGUST 2015 PREVIOUS EDITION IS OBSOLETE 26

27 Sustainment Reporting Structure (page 2) 11. WBS ELEMENT CODE a. PROGRAM/ CONTRACT/ SUBCONTRACT b. CONTRACT/ SUBCONTRACT 12. WBS REPORTING ELEMENTS 13. REPORTS REQUIRED ( if applicable) a. CWBS DICTIONARY b. DD 1921 (CDSR) DD (CBDR): DD / EAC: EVM Reporting: c. DD (FCHR) CCDR d. DD (PCR) e. DD (SFCHR) f. EAC g. SRDR FORMATS h. IPMR FORMAT 1 Depot Maintenance Scheduled Overhaul Unscheduled Overhaul Other Maintenance Depot Maintenance Scheduled Overhaul Airframe/Hull/Vehicle Scheduled Overhaul Propulsion Scheduled Overhaul Electronics/Avionics Scheduled Overhaul Other Major Subsystems Scheduled Overhaul 1..n (Specify) Other Scheduled Overhaul Unscheduled Overhaul Airframe/Hull/Vehicle Unscheduled Overhaul Propulsion Unscheduled Overhaul Electronics/Avionics Unscheduled Overhaul Other Major Subsystems Unscheduled Overhaul 1..n (Specify) Other Unscheduled Unscheduled Overhaul Other Maintenance Packing, Handling, Shipping and Transportation Sustaining Support (System Level Cost Only) System Specific Training Support Equipment Replacement and Repair Sustaining/Systems Engineering Program Management Information Systems Data and Technical Publications Simulator/Training Device Operations and Repair Other Sustaining Support (Specify in Remarks) Continuing System Improvements Installation and Personnel Support (System Level Only) Subtotal Cost Reporting Contractor G&A Reporting Contractor Undistributed Budget Reporting Contractor Management Reserve Reporting Contractor FCCM Total Cost Reporting Contractor Profit/Loss or Fee Total Price 27

28 Submission Event Table and Remarks 14. CSDR SUBMISSION DATES a. SUBMISSION b. FORM(S) e. AS OF DATE f. DUE DATE (YYYYMMDD) (YYYYMMDD) 1 CWBS Dictionary Contract Award (plus 12 months) Initial , Contract Award (plus 12 months) Interim SRDR Maintenance Contract Award (Initial Estimate - Total Contract) Initial , Annual Report - Year 1...n (Gov. FY for USN) Interim SRDR Maintenance Contract Completion Final CWBS Dictionary Contract Completion Final , Contract Completion Final c. EVENT d. REPORT TYPE 15. REMARKS NON-RECURRING/RECURRING DEFINITIONS The contractor will utilize the specific definitions to segregate recurring and non-recurring costs based on Attachment A to C4I DD Form 2794 instructions. The contractor will refer to specific instructions in the Software Resources Data Reporting (SRDR) Software Development (DI-MGMT-) and Software Maintenance DIDs (DI-MGMT-) to separately report Software specific SE/PM and other common elements in the WBS/CRS. The contractor will submit CCDRs and SRDRs simultaneously in every specified submission event stated in DD Form 2794 COST ACCOUNTING STANDARDS (CAS) DISCLOSURE STATEMENT DIFFERENCES : Describe significant accounting changes from previous accounting period in the Remarks section of the reports, if applicable. 3. DD Form Contractor Business Data Report: a. The Contractor Business Data Report is prepared by and for the business entity (e.g., business unit, segment, or site) responsible for submitting the Forward Pricing Rate Proposal (FPRP) representing the basis for Forward Pricing Rate Agreement (FPRA) negotiations with the government. b. Reports are submitted annually at the end of the contractor's fiscal year. c. Data for Future Years should be reflective of the number of years contained in the most current document, i.e., the FPRP or the FPRA. If the document applies to more than three future years, attach additional future year sheets as required. In the absence of these documents, estimates should be provided for three future years. 4. Final Cost Report to be submitted when final end item has been delivered and accepted by the government (e.g., as evidenced by a completed DD 250) and 95% or more of total contract costs have been incurred. 28

29 Additional Remarks for Sustainment Contracts Contractor shall provide the following Quantity information in the Remarks section of the 1921 and : number of systems supported by this contract, and number of repairs performed. The Contractor must state the nominal capacity planned for each Delivery Order (e.g., the # of repairs, # of overhauls, # of flight hours, etc.) identified in the plan. This requirement is intended to capture what services are being bought with each effort. In each cost element, contractor will provide the number of items associated with that cost element in Column C of the 1921 Cost Report. For example, for 1.1 Manpower the quantity would be # of person-years; for # of overhauls, for # of DLRs, for # of parts, # of students etc. For Element 1.6 Installation Support, the quantity listed in Column C of the 1921 Cost Report should reflect the number of sites/bases/installations PBL Contractor shall provide the performance metrics on contract (availability, reliability, flying hours, steaming hours, turnaround time, parts order time etc.) as well as reporting the actual metrics achieved. When 1921-T and 1921-M/R are Implemented, these footnotes will no longer be needed 29

30 Sustainment Functional Cost Hour Report (1921-5) Functional Cost-Hour Report categories are based on manufacturing environment o Not well suited for sustainment contracts CAPE developed Sustainment Functional Cost-Hour Report categories more suitable for sustainment contracts o Manufacturing Labor replaced by Maintenance Labor 30

31 to Comparison 31

32 Data Report 32

33 33 New Initiatives

34 1921-T Technical Data Report COST, SOFTWARE & TECHNICAL DATA REPORTING/EARNED VALUE MANAGEMENT CO-PLAN The public reporting burden for this collection of information is estimated to average 8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to Department of Defense, Executive Services Directorate ( ). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION. 1. WBS ELEMENT CODE TECHNICAL DATA ITEM TYPES 2. WBS ELEMENT NAME 3. ITEM TYPE 1.0 Sustainment Effort Sustainment / Readiness 1.1 Unit-Level Manpower (System Level Cost Only) Operations Manpower Manpower Unit-Level Maintenance Manpower Manpower Other Unit-Level Manpower (Specify In Remarks) Manpower 1.2 Unit Operations (System Level Cost Only) Operating Material Energy Energy Fuel Petroleum, Oil and Lubricants (POL) Electricity Training Munitions/Expendable Stores Training Expendables 1.3 Maintenance Maintenance Consumables and Repair Parts Maintenance Airframe/Hull/Vehicle Consumables and Repair Parts Propulsion Consumables and Repair Parts Electronics/Avionics Consumables and Repair Parts Other Major Subsystem Consumables and Repair Parts 1..n (Specify) Other Consumables and Repair Parts Depot Level Reparables (DLRs) / Repair of Reparables (RORs) Maintenance Airframe/Hull/Vehicle DLRs Propulsion DLRs Electronics/Avionics DLRs Other Major Subsystems DLRs 1..n (Specify) Other DLRs TECHNICAL PARAMETER REQUIREMENTS 1. ITEM TYPE a. PARAMETER NAME b. UNIT OF MEASURE Maintenance Customer Wait Time (CWT) Hours Maintenance Useable Parts Delivered Percentage Maintenance MTBF - Contracted Target Hours Maintenance MTBF - Actual Hours Maintenance MTTR - Contracted Target Hours Maintenance MTTR - Actual Hours Maintenance Number of Consumable Parts Used Quantity Maintenance Number of DLRs Replaced Quantity Maintenance Number of Failures - Design Controllable Quantity Maintenance Number of Failures - Induced Quantity Maintenance Number of Repair Actions Quantity 2. TECHNICAL PARAMETE Cost CDRLs are more useful when the cost drivers are identified. The 1921-T collects costs drivers for various sustainment efforts from industry 34

35 1921-MR Maintenance/Repair Report Description MAINTENANCE EVENT REPORT REPAIR PART REPORT Maintenance Event Data Report Collects information related to each maintenance event such as the specific system being repaired, location where the repair activity occurred, reason for failure, day failure was identified and day repair activity was completed FORMAT 3 (1921-M, PART B) Maintenance Event System/End Item Data: End Item Number Model/Variant Failure Data: Non-Mission Capable Scheduled Event Failure Code Failure Code Description Repair Data: Start/Completion Date Org/Location Maintenance Type/Level Man Hours Material Cost FORMAT 3 (1921-R, PART C) Maintenance Event Repair Code/Description Repair Part Data: LRU or Part Name Quantity LRU or Part Number NSN WUC FWG Unit Price Repair Price Repair Part Data Report Identifies the LRUs and/or repair parts associated with each maintenance event Note: PART A is METADATA 35

36 1921-M/R MAINTENANCE EVENT REPORT The public reporting burden for this collection of information is estimated to average 8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to Department of Defense, Washington Headquarters Services, Executive Services Directorate, Information Management Division, 4800 Mark Center Drive, Alexandria VA ( ). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION. MAINTENANCE EVENT NUMBER MAINTENANCE EVENT DATA SYSTEM/END ITEM DATA FAILURE DATA REPAIR DATA SYSTEM/END SYSTEM/END NON- SCHEDULE FAILURE FAILURE CODE START COMPLETION REPAIR MAINTENANCE MAINTENANCE COMMENTS ITEM or DLR ITEM SERIAL MODEL VARIANT MISSION MAN-HOURS D EVENT CODE DESCRIPTION DATE DATE ORG/LOCATION EVENT TYPE LEVEL NIIN NUMBER CAPABLE A B C D E F G H I J K L M N O P Helo Attack Y N 7A 020 Worn Excessively 4/9/16 4/9/16 Unscheduled Depot Helo Attack N N R Worn Excessively 4/9/16 4/17/16 DLR Repair Depot 2 DLR repaired and returned to inventory REPAIR PART REPORT The public reporting burden for this collection of information is estimated to average 8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing the burden, to Department of Defense, Washington Headquarters Services, Executive Services Directorate, Information Management Division, 4800 Mark Center Drive, Alexandria VA ( ). Respondents should be aware that notwithstanding any other provision of law, no person shall be subject to any penalty for failing to comply with a collection of information if it does not display a currently valid OMB control number. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE ABOVE ORGANIZATION. MAINTENANCE EVENT NUMBER REPAIR ACTION CODE REPAIR ACTION DESCRIPTION REPAIR PART NAME 881C WBS REPARABLE or CONSUMABLE REPAIR PART QUANTITY REPAIR PART DATA CONTRACTOR PART NUMBER REPAIR PART NSN (OR NIIN) REPAIR PART WUC/LCN REPAIR PART FWG REPLACEMENT COST A B C D E F G H I J K L M N Replace Main Blade 1 Main Blade 1 R L 199 $ 4,000 $ 350 Balance Shaft Cover C L 199 $ 200 Balance Block C L 199 $ 40 Flybar Rod C L 199 $ 75 Flybar Joint R L 199 $ 3,000 $ 250 REPAIR COST COMMENTS A Repair Flybar Joint Flybar Joint R (Y) L 199 $ 3,000 $ 250 DLR repaired and returned to inventory Replace pins C L 199 $ 10 The 1921-M/R is a CDRL to collect similar data that we get for organic maintenance efforts but from industry 36

37 1921 T, Data Elements Sustainment Maintenance Information Systems Number of Combat Air Patrols (CAPs) Customer Wait Time (CWT) Data Storage Number of Squadrons Useable Parts Delivered IS Tech Refreshes System Use (OPTEMPO) by year MTBF - Contracted Target Number of Concurrent Users Total Number of Systems MTBF - Actual Number of Sites MTTR - Contracted Target Number of Users Readiness MTTR - Actual System Throughput Availability (Ao) Number of Consumable Parts Used Mission Capability Number of DLRs Replaced Support Equipment Affordability incentive for reducing maintenance costs Number of Failures - Design Controllable Support Equipment Repair Actions Monetary Incentive for meeting performance goal Number of Failures - Induced Support Equipment Unscheduled Failures Period of Performance or Option Award Incentive Number of Repair Actions Support Equipment Updates Penalty for not meeting performance goal Payment Frequency Scheduled Price Renegotiation Simulators Depot Maintenance Simulator Failures Manpower Scheduled Depot Events Simulator Hardware Updates Maintainers Assigned - FTEs Scheduled Maintenance Cycle Simulator Repairs Operators Assigned - FTEs Unscheduled Depot Events Simulator Sites Other Unit-Level Personnel Assigned - FTEs Simulator Software Updates Maintenance Inspections Simulator Training Hours Energy Visual Inspections, Surveillance Simulator Units Energy Consumption Hardware Modifications System Training Training Expendables Hardware Modification Cycle Number of Students Number of Training - Weapon Items Expended Hardware Modification Events Training Days Number of Hardware Modification - Kits Procured Training Events Storage Floor Space Utilized Program Management Other Sustaining Support Number of Storage/Maintenance Sites Program Management - FTEs Number of Firings, Aging Program Volume of Items Stored Number of Re-preservations Sustaining Engineering Transportation Systems Engineering - FTEs Software Support Transportation Quantity - Air Software Changes Transportation Quantity - Ground Technical Data Software Support - FTEs Transportation Quantity - Sea Technical Data Number of Updates 37

38 1921-M/R Definitions Data Element Data Type Description Maintenance Event Number Identifier Unique number identifying the maintenance event. System/End Item or DLR NIIN System Data National Item Identification Number (NIIN) of the system or end item (i.e., aircraft, tank, ship, etc.). Also used for the DLR NIIN for depot work on DLRs (e.g., overhaul of engines, transmissions). System/End Item Serial Number System Data The contractor issued serial number of the end item or system receiving maintenance. Model System Data System or End Item model. Variant System Data System or End Item variant, if applicable. Non-Mission Capable Failure Data Indicates whether the fault caused the equipment to be Non-Mission Capable (Y) or Fully-Mission Capable (N). Scheduled Event Failure Data Indicates whether the maintenance event was Scheduled (Y) or Unscheduled (N). Failure Code Failure Data If Army, The Army s three (3) digit numeric failure code for the part. See DA Pamphlet 750-8, Table B-2 for a complete list of failure codes and their descriptions. Failure Code Description Failure Data Brief description of the failure code. See DA Pamphlet 750-8, Table B-2 for a complete list of failure codes and their descriptions. Start Date Repair Data Date when failure occurred. Completion Date Repair Data Date when all related maintenance actions were completed. Repair Org/Location Repair Data Organization and location where the repair activity occurred. Potentially identifiable using the CAGE code. Maintenance Event Type Repair Data Type of maintenance event (e.g., Scheduled Maintenance, Unscheduled Maintenance, Engineering Change Order (ECO), Deprocessing, etc.). Maintenance Level Repair Data Maintenance level related to where the repair work was performed. Labor Hours Repair Data Total labor hours associated with the maintenance event. Material Cost Repair Data Total material costs associated with the maintenance event. Repair Action Code Identifer Unique code identifying the repair action. Repair Action Description Identifer Description of the repair action. Repair Part Name Repair Part Data Name of the LRU (Line Replaceable Unit), SRU (Shop Replaceable Unit) or part. Reparable or Consumable Repair Part Data Indicate whether the part is a reparable "R" or consumable "C". Repair Part Quantity Repair Part Data The quantity of same LRU, SRU or part required to complete the maintenance action. Contractor Part Number Repair Part Data A number used to identify an item of production or a range of items of production by the manufacturer controlling the design, characteristics, and production of the item by means of its engineering drawings, specifications, and inspection requirements. Repair Part NSN (or NIIN) Repair Part Data National Stock Number (NSN) preferred, or if unavailable, National Item Identification Number (NIIN) Repair Part WUC Repair Part Data Work Unit Code (WUC) associated with LRU/Part. Repair Part FWG Repair Part Data The Functional Working Group (FWG) identifies the particular system, subsystem, component, or assembly the item belongs to. Repair Part Unit Price Repair Part Data The current unit price associated with the LRU, SRU or Part. Repair Part Repair Price Repair Part Data The current repair price associated with the LRU, SRU or Part. 38

39 Presented the ICEAA 2017 Professional Development & Training Workshop - Sustainment Database Expansion 39

40 Misconception #6 I Don t Use the Data Data is Used For o Independent Cost Estimates for Milestone Reviews o Program Office Estimates o Life Cycle Cost Estimates Reliability and Maintainability Tracking For Firm Fixed Price contracts where there is no EVM data, CSDRs are the only source for actual costs The data is stored in a centralized, secure website that is accessible to all Government employees with a CAC card URL: 40

41 Data Uses Profit Analysis CSDRs include summary elements which show loading factors and profit/loss This data is required for prime contractors and direct reporting subcontractors CAPE recently demonstrated that some subcontractor profits were excessive based on CSDR data 41

42 Data Uses - Negotiations Support Program Offices and Contracting Officers can use past CSDR data to assess contract bids provides hours by WBS element Information required by sustainment-specific remarks and by 1921-T and 1921-M/R can be used to compare maintenance effort from year to year 42

43 Data Uses Other Analysis Analysis of Alternatives (AoA) Comparative analysis of different support strategies Business Case Analysis for Life-Cycle Sustainment Plan Business Case Analysis for Performance Based Logistics (PBL) CADE Database enables cross-platform and cross-program comparisons 43

44 Conclusion Analysis based on historical actuals is essential to effective program decisions CSDRs in CADE are a useful one stop source for contractor cost data URL: 44

45 CSDR Points of Contact Sustainment (All Services) o Sandi Enser o sandra.b.enser.ctr@mail.mil Air Force o Brian Davis o brian.c.davis108.ctr@mail.mil Army o Linh Le o mylinh.t.le.ctr@mail.mil Navy o Emily Beltramo o emily.m.beltramo.ctr@mail.mil DoD/MAIS o Derreck Ross o derreck.j.ross.ctr@mail.mil Help Desk CADESupport@Tecolote.com Extension 1 45

46 Acknowledgements The author is grateful for the contributions of o Tom Henry, OSD CAPE O&S Division Director o Lisa Mably, AFCAA O&S Department 46

47 Thank You

48 References 1 Sidney Fryberg, 62 % Of F-18 Hornets Unfit To Fly, Breaking Defense.com, February 7, Floor Statement by SASC Chairman Senator John McCain 3 Jared Serbu, Air Force Says Readiness Problems Will Last through 2023, Federal News Radio, March 17, Army Sgt 1st Class Tyrone C. Marshall Jr, Army Chief: Readiness Degraded to Historically Low Levels, Defense News, March 11, Weapon Systems Acquisition Reform Act (WSARA) National Defense Authorization Act (NDAA) for Fiscal Year National Defense Authorization Act (NDAA) for Fiscal Year